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City Commission Minutes 08-16-2011
COMMISSION MEETING
AUGUST 16, 2011
6:30PM
MINUTES

  • CALL TO ORDER- Mayor Surrency
  • Invocation- Mr. Eddie Martin
  • Pledge of Allegiance- Vice Mayor Howard
City Commission present:  Commissioners Randall, and Carlton, Vice Mayor Howard and Mayor Surrency.  Not Present:  Commissioner Roberts.  Staff Present:  ICM Vause, City Attorney Harris, and City Clerk McGruder.

  • APPROVAL OF AGENDA
Moved to approve the agenda with amendments.
Motion- Commissioner Carlton            Second- Commissioner Randall

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Not Present
Vice Mayor Howard
Yes
Mayor Surrency
Yes

Vote- 4-0

  • RECOGNITIONS & GUESTS- None
  • COMMITTEE REPORTS/PRESENTATIONS/PROCLAMATIONS
  • Major P.A. Turner of Sloan Security willing to assist the City of Hawthorne.  Not trying to replace Alachua County Sheriff will seek a federal grant to pay for their services.  Will have 2 officers in the City of Hawthorne to assist the Sheriff’s office.
Jennifer Tozzo- Don’t think Sloan Security is what the City of Hawthorne needs.
Lenton Herring- Has a nephew that lives in the area where Sloan Security patrols and has received great reviews.

  • Vice Mayor Howard- Attended the Florida League of Cities Conference last week and met different people in local government.  He participated and voted on different Resolutions while attending the Conference.  The week of October 16 is Florida City Government Week and would like the City of Hawthorne to participate in this activity.  He also attended classes on available Block Grants for local government.
  • CITIZEN COMMENTS
  • Jennifer Tozzo- Several cats in Ashley Oaks have been killed.  Several residents have seen pit bulls in the area.  If you see these dogs please contact Alachua County Sheriff Office because they are doing an investigation.
  • ROUTINE ITEMS
  • City Commission Minutes
Special Commission Meeting 2nd Public Hearing for CDBG July 28, 2011
Audit Workshop- August 2, 2011
Regular Commission Meeting- August 2, 2011
City Commission Workshop- August 9, 2011

Moved to approve the City Commission Minutes from July 28, 2011; August 2, 2011; and August 9, 2011.
Motion- Commissioner Randall            Second- Vice Mayor Howard

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Not Present
Vice Mayor Howard
Yes
Mayor Surrency
Yes

Vote- 4-0

  • Renewal of Interlocal Agreement for Repair & Service of Traffic Signals & Beacons
ICM Vause- Every year we enter into an agreement with the City of Gainesville for the Interlocal Agreement for Repair & Service of Traffic Signals.  Nothing has changed this year in the contract.
Moved to approve the Interlocal Agreement for Repair & Service of Traffic Signal with the City of Gainesville.
Motion- Commissioner Carlton            Second- Vice Mayor Howard

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Not Present
Vice Mayor Howard
Yes
Mayor Surrency
Yes

Vote- 4-0

  • Sale of surplus property-2004 Ford Crown Victoria
ICM Vause- Before you are 4 sealed bids for the 2004 Ford Crown Victoria Police Car.  Kelly Blue Book value has the car worth $5475.00.
City Attorney Harris- the City Commission should set a reserve price before opening the bids.  You are not required to accept any of the bids.
Vice Mayor Howard- Offered to buy the vehicle before he was elected to serve on the City Commission and is willing to pay $1K for the vehicle.
City Attorney Harris- Ordinance 2009-12 states no sale of property can be made by City Staff or City Commission on surplus property.
ICM Vause- Based on her calculations she came up with a value of $3500.

Moved to put a $3K reserve price on the surplus vehicle.
Motion- Commissioner Carlton            Second- Vice Mayor Howard

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Not Present
Vice Mayor Howard
Yes
Mayor Surrency
Yes

Vote- 4-0

Mayor Surrency opened the sealed bids:
Mr. Jimmy Floyd- bid $1K
Mr. Jack F. Miller- $1875 for work done on the fire pumper truck.
Chicago Motors, Inc- bid $1007
Bay Ridge Motors, Inc- $1815

Moved to reject all bids and ask ICM to put it on the internet to sale.
Motion- Commissioner Carlton            Second- Vice Mayor Howard

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Not Present
Vice Mayor Howard
Yes
Mayor Surrency
Yes

Vote- 4-0

  • Audit Services for FY 2011
ICM Vause- Must secure audit firm for FY ending September 30, 2011 Sexton & Schnoll will to do contract for 3 years @ $21K per year.  Staff is seeking the direction of the City Commission.
Vice Mayor Surrency- Suggest putting it out for a RFP because of the past circumstances of them wanting more money during the audit process.
Commissioner Randall- Disagree with 3 year contract.  Went with this company because they were the only ones that turned in a RFP a few years ago.  Should be a one year contract.  Appreciated all their work.
Vice Mayor Howard- Disagree with the 3 year contract.  We should do a one year contract and have a statement in the contract that they cannot ask for more money because of difficulties they run across during the audit.  If they want do that then put it out for RFP.
Commissioner Carlton- Reluctantly he voted to give the auditors the extra money they wanted because the City’s audit had to be completed.  Is against the 3 year contract but in favorable of the one year contract.
The City Commission instructed the ICM & City Attorney to ask for a one year contract and a lower price and to have the City Attorney review the wording of the contract.

  • Closing of RR Crossing at SE 222nd Street
City Attorney Harris- FDOT was reviewing the City of Hawthorne Comprehension Plan to close the RR crossing at SE 222 Street.  Recently notified by FDOT that they still plan on closing the crossing.  The City of Hawthorne has 2 options:  (1) to request an administrative hearing to contest the closure (2) or take no action which means the crossing would close.  This will be included in her monthly retainer.  If it goes beyond the hearing then there may be additional cost.

Moved to proceed with request of administrative hearing.
Motion- Commissioner Carlton            Second- Commissioner Randall

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Not Present
Vice Mayor Howard
Yes
Mayor Surrency
Yes

Vote- 4-0

  • City Manager Contract
City Attorney Harris- The City Manager contract was brought back because it was originally discussed at a City Commission Workshop.  Took your considerations and suggestions and put it in the contract.  The ICM has not spoken with her regarding the contract.  Did speak with Commission Roberts who thinks we should do a one year contract, but she is open to discuss the salary and benefits with the ICM.
Commissioner Randall- Suggest starting salary at $60K.
Commissioner Carlton- Suggest starting salary should be $52,500 because we can’t afford to pay $60K.
Vice Mayor Howard- ICM has done a great job but do to the financial situation we should stick with the $52,500.
Mayor Surrency- Think the negotiation should begin at $60K because we budgeted $70K for the position.

Ms. Vivian Wagner, Ms. Jennifer Tozzo, Mr. Mike Stallings, Ms. Benita Dewilliby, Mr. Richard Moore, Mr. Eddie Higginbotham, Mr. Dowdell Carey and Mr. Harry Carter all agreed ICM Vause has done an excellent job and is worth the $60K salary and more.

ICM Vause-The true cost of the City Manager is how well they do as the Chief Financial Manager.  If you put the wrong person in the job the City may be out of more money.  Is asking for a 2 year contract at $65K per year with the benefits package presented.  Do have other job offers, but don’t want to leave the City of Hawthorne.  The other jobs requires a lot of traveling.
Commissioner Carlton- Suggest we come back in 7 days to make a final decision.
Mayor Surrency- 7 days is August 23 and we have a Budget Workshop scheduled on that day at 5PM.
Commissioner Carlton- August 23 my wife has surgery and will not be present.

City Commission agreed to place this item on the September 8, 2011 Special Commission Meeting Agenda to make a final decision.

  • PUBLIC HEARING
  • SECOND READING- None
  • FIRST READING- None
  • DISCUSSION- None
  • CITIZEN COMMENTS- None
  • REPORTS/ANNOUNCEMENTS/INFORMATION
  • ICM Vause- Gave updates on Staff vacations, Finances, Budget Workshop, City Water Department, Lift Station #1 and other lift stations and the Rate Study.
  • City Attorney Harris- Sam is working on gathering the maintenance cost for the Lindsey Phillips Park so the City can negotiate with FDOT.
  • Commissioner Randall- School begins August 22, 2011 so please watch out for the kids walking to and from school.
  • Commissioner Carlton- None
  • Vice Mayor Howard- None
  • Mayor Surrency- Health fair was postponed.  Teachers are back at work this week and Chamber of Commerce tomorrow.  The C.I. Foundation gave the City of Hawthorne a plaque.
Ms. Janice Stallings- Saw adults using the Recreation Park last night and went by this morning and it was very trashy.  City Staff should not have to clean up behind adults or other people children.  The people that use that park should be responsible for cleanup before they leave.  Consider charging them a deposit and if it’s not clean the City keep the deposit.

  • ADJOURN
Moved to adjourn the meeting.
Motion- Commissioner Randall            Second- Vice Mayor Howard

Commissioner Carlton
Yes
Commissioner Randall
Yes
Commissioner Roberts
Not Present
Vice Mayor Howard
Yes
Mayor Surrency
Yes

Vote- 4-0

These minutes are submitted for approval.


                                                                                        
LaKesha H. McGruder, CMC                        Matthew Surrency, Mayor
City Clerk